Salary Grade: 9
Item Numbers: PHILSAB-ADAS3-8-2020
Division: Office of the Director General

Minimum Qualification Standards:

Education: Completion of two-year studies in college or high school graduate with relevant vocational/trade course
Experience: 1 year of relevant experience
Training: 4 hours of relevant training
Eligibility: Relevant MC 11 s. 1996 or Career Service Sub-professional/

First Level Eligibility

Duties and Responsibilities:

The Administrative Assistant III will support the Office of the Deputy Director General and
the Agency’s functions by undertaking the following main responsibilities:

1. Facilitate the undertaking of Complete Staff Work (CSW) on matters requiring the
attention of the Director General prior to submission;
2. Undertake the following Standard Administrative Assistance Tasks (SAAT):

• – Organize and schedule meetings and appointments, and take and/or provide
  accurate minutes of meetings;
• – Maintain the filing system and documentation, handling sensitive information in a
  confidential manner;
• – Take dictation, encode data and file, type, copy, bind, scan, and print documents;
• – Produce and distribute or route correspondence memos, letters, faxes and
  forms;
• – Assist in the preparation of regularly scheduled reports, presentation materials
  and associated data or information;
• – Assist in booking of travel arrangements, submit and reconcile expense reports;
• – Coordinate the preparation and submission of the Project Procurement
  Management Plan (PPMP) and Purchase Requests (PR) of the concerned
  unit/s;
• – Maintain supplies inventory by checking stock to determine inventory level,
  anticipating needed supplies, placing and expediting orders for supplies and
  verifying receipt of supplies;
• – Answer and direct phone calls maintain contact lists and provide general support
  to visitors and provide information by answering questions and requests; and
• – Perform necessary housekeeping at the office and report any issues;

3. Enhance and grow professional knowhow and linkages by attending educational
workshops, establishing personal networks, participating in professional societies,
and reviewing relevant publications, as applicable; and
4. Perform other duties of a regular or special nature as may be assigned from time to
time.

Applicants who have all or any of the following background are most welcome to
apply:

• – Bachelor’s degree in Office Management, Public Administration/Management, or
  Legal Management

Experience and training background:

• – With work experience as general office staff;
• – Knowledgeable and familiar with ISO 9001:2015 requirements; and
• – Organized and demonstrate strong written and oral communication skills.

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